ESBD_472879_1764103435685_TAMU-CC-RFP-26-0001 - Online Proctored Testing.pdf

TEXAS A&M UNIVERSITY- CORPUS CHRISTI

PURCHASING DEPARTMENT

6300 OCEAN DRIVE

CORPUS CHRISTI, TX 78412

REQUEST FOR PROPOSAL

RFP NUMBER: TAMU-CC-RFP-26-0001

Online Proctored Testing

PROPOSAL MUST BE RECEIVED PRIOR TO:

2:00 P.M. Central Time on January 6, 2026

PROPOSALS SHOULD BE UPLOADED TO:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TAMU

NOTE: Proposal response must be received by The Texas A&M University System Office of Procurement and HUB Program before the date and time specified for receipt of proposal as stated within Section 2.3 of this RFP. After the due date and time, only the names of respondents will be made public.

REFER INQUIRIES TO:

Will Hobart, Director of Procurement & Disbursements

Texas A&M University-Corpus Christi Purchasing Department

361-825-2616 Email: Will.Hobart@tamucc.edu

All proposals shall become the property of Texas A&M University-Corpus Christi and the State of Texas upon receipt. Proposals may be subject to public review after contracts have been executed. Refer to Section 5G for more information regarding confidential and proprietary information.

mailto:Will.Hobart@tamucc.edu

TABLE OF CONTENTS

SECTION 1. INTRODUCTION

SECTION 2. INSTRUCTIONS FOR RESPONDENTS

SECTION 3. SCOPE & SUPPORT

SECTION 4. PROPOSAL RESPONSE

SECTION 5. GENERAL TERMS AND CONDITIONS

Exhibit A – Execution of Offer

Exhibit B – Non-Collusion Affidavit

Exhibit C – Insurance

Exhibit D – Services Agreement (Draft)

SECTION 1 - INTRODUCTION

1.1 Scope

Texas A&M University – Corpus Christi is seeking proposals of the implementation of online proctored testing systems (“solution”) to ensure we have the best available tools for our faculty and students to improve their teaching, learning, and testing processes.

By submitting responses, each Respondent certifies that it understands this Request for Proposal (“RFP”) and has full knowledge of the scope and nature of the opportunity described herein. Each Respondent also certifies that it understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Respondent. Proposals shall be in accordance with the terms, conditions, and requirements set forth in this RFP.

Vendor acknowledges that as a third-party servicer participating in a program, it is subject to the authority and governance of the Department of Education (DOE) including without limitation, dear colleague letters and any related laws, rules, or regulations, as may be amended and published by the DOE from time to time.

1.2 About Texas A&M University-Corpus Christi

Texas A&M University-Corpus Christi is a vibrant, Hispanic and Minority Serving Doctoral Research Institution recognized for its academic programs and renowned faculty. Undergraduate, master’s, and doctoral students choose from more than 85 academic programs, and students benefit from individualized and immersive learning experiences. The university is one of 135 institutions listed as an R2-High Research Activity campus by the Carnegie Commission on Higher Education. It is the premier, urban doctoral-granting institution in South Texas, supporting a UAS test site, two institutes, and more than 40 research centers and labs. The Island University proudly continues its heritage of teaching excellence, innovation, and community engagement as part of the Texas A&M University System.

1.3 Priorities/Expectations

Respondents should note the following priorities/expectations with regard to the possibility of Texas A&M University-Corpus Christi establishing a contractual relationship with any Respondent:

(a) Ensuring a Quality Level of Service. This priority encompasses the quality of the level of service that can be provided to all Texas A&M University-Corpus Christi Members in a timely, cost-effective manner. Texas A&M University-Corpus Christi is seeking a Respondent or Respondents that will ensure the provision of such quality in its delivery of service through proven techniques and established metrics.

(b) Level of Experience and Expertise. Respondent must demonstrate its capabilities in providing the utmost level of experience and expertise to ensure successful completion of services as determined by Texas A&M University-Corpus Christi.

(c) Delivery Efficiency as it Relates to Total Costs. Respondent must demonstrate its ability to deliver the required services in a cost-effective and timely manner while not sacrificing the quality required by Texas A&M University-Corpus Christi.

1.4 Calendar of Events

Activity Date

Release of Request for Proposal November 25, 2025

Deadline to Submit Questions December 9, 2025

Release of Addendum (if applicable) December 16, 2025 https://www.tamucc.edu/programs/index.php https://www.tamucc.edu/research/index.php

Responses Due January 6, 2026 by 2:00 p.m. Central Time

Interviews (at Texas A&M University-Corpus Christi’s option) TBD

Selection of Respondents TBD

Texas A&M University-Corpus Christi will make every effort to adhere to the above schedule. The schedule, however, is subject to change. This may be in the event that further clarification of responses or terms of contract are in the best interest of Texas A&M University-Corpus Christi and/or in the event Texas A&M University-Corpus Christi requires more time to ensure that the selection of the Respondent is in accordance with its policies, rules and regulations, as well as actual timing needs.

1.5 Performance Period

Should Texas A&M University-Corpus Christi, in its sole discretion, enter into an Agreement with one or more successful Respondents as a result of this RFP, the resultant Agreements shall be effective upon execution for a five (5) year period, with the option to extend for two (2) additional one (1) year periods.

Texas A&M University-Corpus Christi reserves the right to amend the terms of any resultant agreement as necessary to meet state or federal requirements. The University shall give the Contractor written notice of its intent to extend no less than ninety (90) days prior to the expiration of the Contract, and if the University elects to extend, any proposed changes in Contract terms shall be specified in writing as part of the written notice. The Contractor shall have thirty-(30) days from the date of receipt of this written notice to accept or take exception to any of the proposed renewal terms. The exceptions shall be negotiated between the University and the Contractor during, the following thirty (30) days. Upon mutual agreement of the parties concerning extension terms, the Contractor shall sign the extension notice and send it back to the University. If no agreement can be reached, the Contract shall terminate. In the event of termination, the contractor shall continue services under the original contract terms until a new contractor can be identified. In the event of Contract extension, the Contractor will be required to provide complete and current submittals prior to each extension, including, but not necessarily limited to, insurance certificates and financial statements.

SECTION 2 - INSTRUCTIONS FOR RESPONDENTS

2.1 General Information

Texas A&M University-Corpus Christi is seeking proposals from qualified companies to provide Cleaning Services for online proctored testing systems. This RFP outlines the scope and requirements within Section 3. While it is the intent of Texas A&M University-Corpus Christi to establish an Agreement with a single qualified provider for the services stated within this RFP, there is no guarantee that an award will be made, or any agreement executed.

Submittals are to be in accordance with the outline and specifications contained herein, are to remain in effect a minimum of 120 days from the date of submission and may be subject to further extensions as negotiated. A statement to this effect should be contained in the Respondent's cover letter.

This RFP contains specific requests for information. Respondents are encouraged to examine all sections of this RFP carefully, as the degree of interrelationship between sections is critical. In responding to this RFP, Respondents are encouraged to provide any additional information they believe relevant.

Clause headings appearing in this RFP have been inserted for convenience and ready reference. They do not purport to define, limit, or extend the scope of intent of the respective clauses. Whenever the terms "must" "shall" "will" "is required” or "are required” are used in the RFP, the subject being referred to is to be a required feature of this RFP and critical to the resulting submittal.

In those cases where mandatory requirements are stated, material failure to meet those requirements could result in disqualification of the Respondent's response. Any deviation or exception from RFP specifications must be clearly identified by the Respondent in its submittal.

Expenses for developing and presenting proposals shall be the entire responsibility of the Respondent and shall not be chargeable to Texas A&M University-Corpus Christi. All documentation submitted with the proposal response will become the property of Texas A&M University-Corpus Christi and the State of Texas.

2.2 Examination of the Request for Proposal

Before submitting, each Respondent will be held to have examined Texas A&M University-Corpus Christi requirements outlined in Section 3 and satisfied itself as to the existing conditions under which it will be obligated to perform in accordance with specifications of this RFP.

No claim for additional compensation will be allowed due to unfamiliarity with the specifications and/or existing conditions. It shall be understood that the Respondent has full knowledge of all of the existing and/or revised conditions and accepts them "as is."

2.3 Submittal Instructions

All proposals must be received by Texas A&M University-Corpus Christi, no later than January 6, 2026 by 2:00 p.m. Central Time.

It is each Respondent’s responsibility to ensure that the entire submittal response is received by Texas A&M University-Corpus Christi by the deadline stated above regardless of submission method. Late proposal responses will not be considered under any circumstances.

Proposals may be submitted via:

U.S. POSTAL SERVICE: HAND DELIVER or EXPRESS MAIL TO:

Texas A&M University-Corpus Christi Texas A&M University-Corpus

TAMU-RFP-25-0004 TAMU-RFP-25-0004

Purchasing Department Purchasing Building 6300 Ocean Drive, Unit 5731 6300 Ocean Drive, Room 115A Corpus Christi, TX 78412-5731 Corpus Christi, TX 78412-5731

2.4

2.5 Proposal Components

The following documents and all requirements from noted sections are to be returned as part of your proposal submittal. Failure to include these documents may be basis for response disqualification.

I. Proposal

✔ Cover Letter to include a brief introduction with interest and capability of the Respondent.

✔ Table of Contents

✔ Proposal response, to include Sections 4.1 – 4.7

II. Forms

✔ Signed Execution of Offer (Exhibit A)

✔ Non-Collusion Affidavit (Exhibit B) – signed and notarized

✔ HUB Subcontracting Plan (Section 4.8)

Proposal format: The proposal response shall be presented in the order listed above with sections noted accordingly for easy reference. The Table of Contents shall provide page numbers for each section of the proposal.

Note: Additional information regarding the Execution of Offer and Non-Collusion Affidavit.

● Execution of Offer: The signature in the Execution of Offer within the electronic copy shall serve as the official signature of record. Signature can be done electronically with DocuSign, Adobe or another similar tool.

● Non-Collusion Affidavit: The Respondent signature as well as the notarization on this document may be done electronically with DocuSign, Adobe or another similar tool. An agreement may not be executed with the awarded Respondent until this document is fully signed and notarized.

● Respondents shall submit one (1) original HUB Subcontracting Plan (HSP), one (1) of Section 5, Execution of Proposal, along with one (1) original and four (4) digital copies (one each on individual USB thumb drives) of the Proposal.

2.6 Inquiries and Interpretations

All questions concerning this RFP are to be directed, in writing, to Will Hobart, Purchasing Department to will.hobart@tamucc.edu. Respondent may not contact other individuals at Texas A&M University-Corpus Christi to discuss any aspect of this RFP.

Questions regarding the RFP, including questions for more data or information beyond that included in this RFP and any attachment, should be presented in writing. Deadline for submission of questions is December 9, 2025. Texas A&M University-Corpus Christi will publish, on it’s website, all questions with responses according to the schedule in Section 1.4.

Responses to inquiries which directly affect an interpretation or change to this RFP will be issued in writing by addendum/amendment and posted the Texas A&M University-Corpus Christi purchasing website. The website can be found at:

https://www.tamucc.edu/finance-and-administration/financial-services/purchasing/bid-opportunties.php

It is the responsibility of all Respondents to check the Texas A&M University-Corpus Christi purchasing website for any and all addenda issued for this RFP. All such addenda/amendments issued by Texas A&M University-Corpus Christi prior to the time that proposals are received shall be considered part of the RFP, and the Respondent shall consider and acknowledge receipt of such in Exhibit A – Execution of Offer. Only those Texas A&M University-Corpus Christi inquiries receiving a public reply via formal written addenda shall be binding. Oral and other interpretations or clarifications will be without legal effect.

https://www.tamucc.edu/finance-and-administration/financial-services/purchasing/bid-opportunties.php https://www.tamucc.edu/finance-and-administration/financial-services/purchasing/bid-opportunties.php

2.7 Selection Process

The evaluation of the proposals shall be based on the information provided that Texas A&M University- Corpus Christi deems to represent the best value to Texas A&M University-Corpus Christi. The RFP provides the information necessary to prepare and submit proposals for consideration by Texas A&M University-Corpus Christi. All properly submitted proposals will be reviewed, evaluated, and ranked by Texas A&M University-Corpus Christi. Texas A&M University-Corpus Christi will rank the Respondents in the order that they provide the overall “best value” to Texas A&M University-Corpus Christi based on an evaluation of the responses to the RFP. Texas A&M University-Corpus Christi may interview one or more of the top ranked Respondents as part of the evaluation process.

Texas A&M University-Corpus Christi will base its choice on demonstrated competence, knowledge, and qualifications, on the reasonableness of the proposed fees for the services, and on the demonstrated ability to include businesses certified as a Historically Underutilized Business (HUB) in the state of Texas in the performance of a percentage of the scope of work; and if other considerations are equal, give preference to a Respondent who is certified as a HUB in the state of Texas, whose principal place of business is in the state of Texas, or who will manage the contract wholly from an office in the state of Texas.

The Respondent selected will be the one whose experience and qualifications, as presented in response to this RFP, establish them, in the opinion of Texas A&M University-Corpus Christi, as well-qualified and offering the greatest benefits, experience and value to Texas A&M University-Corpus Christi. Texas A&M University-Corpus Christi may cancel this RFP or reject proposals at any time prior to an award and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. Should Texas A&M University-Corpus Christi determine in its sole discretion that only one Respondent is fully qualified, or that one Respondent is clearly more highly qualified than the others under consideration, a contract may be negotiated and executed with that Respondent. The contract will be an agreement incorporating by reference all the requirements, terms and conditions of the solicitation and the Respondent’s proposal as negotiated.

The most qualified Respondents as determined by Texas A&M University-Corpus Christi MAY BE REQUIRED to interview with the evaluation committee before the final selection(s). If interviews are required, they will be done online through video conferencing, or in person if allowed at the time by Texas A&M University-Corpus Christi guidelines and agreed to by both parties. Texas A&M University-Corpus Christi will not provide compensation to Respondents for any expenses incurred by the Respondent(s) for proposal preparation, submission or interviews that may be conducted.

Submission of proposals indicates Respondent's acceptance of the evaluation techniques and the recognition that subjective judgments must be made by Texas A&M University-Corpus Christi during the evaluation process. The selection of the successful proposal(s) may be made by Texas A&M University- Corpus Christi on the basis of the proposals initially submitted, without discussion, clarification, or modification. In the alternative, selection of the successful proposal(s) may be made by Texas A&M University-Corpus Christi on the basis of negotiation with any of the Respondents. Texas A&M University- Corpus Christi shall not disclose any information derived from the proposals submitted by competing Respondents in conducting such discussions.

All proposals must be complete and convey all of the information requested to be considered responsive.

If a proposal fails to conform to the essential requirements of the RFP, Texas A&M University-Corpus Christi alone will determine whether the variance is significant enough to consider the proposal susceptible to being made acceptable, and therefore a candidate for further consideration, or not susceptible and therefore not considered for award.

Texas A&M University-Corpus Christi may perform reference checks and seek further information, as needed from all Respondents whose proposals Texas A&M University-Corpus Christi, at its discretion, considers viable, based on the initial evaluation and scoring. The Respondent’s response to this requirement officially authorizes Texas A&M University-Corpus Christi to contact these organizations to discuss the services and other considerations that the Respondent has provided to such organizations and authorizes the organizations to provide such information to Texas A&M University-Corpus Christi and

Respondent shall and hereby does release and hold harmless Texas A&M University-Corpus Christi, the state of Texas, and the organization of any and all liability whatsoever, in connection with providing and receiving all such information. Any negative responses received from reference checks may be grounds for disqualification of the proposal.

Texas A&M University-Corpus Christi reserves the right to accept or reject any or all offers, to waive informalities and technicalities, to accept the offer considered most advantageous, and/or to make the award to the most responsive Respondent(s).

SECTION 3 - SCOPE AND SUPPORT

3.1 General

Texas A&M University-Corpus Christi is requesting proposals for provision of services described in the scope of work below to support online proctored testing. The required scope will be included in the evaluation of every response within the Scope of Work. Discuss the steps to accomplish each task whenever possible. The solution offered must meet the requirements stated in each section below.General Scope of Work.

3.2 System Administration, Security, and Support

3.2.1 System Requirements

The end users of online proctored testing services use a wide range of devices to complete their coursework and tests. Online proctoring solutions must work on the devices used by end users.

3.2.1.1 What web browsers do you support?

3.2.1.2 What desktop/laptop operating systems do you support?

3.2.1.3 What mobile operating systems do you support?

3.2.1.4 Describe the minimum bandwidth required for proctoring.

3.2.2 System Implementation and Ongoing Support

Institution and agency staff may require assistance and guidance in implementing and maintaining the solution integration. End users, faculty, and support staff also require support and documentation after implementation. Online proctoring solutions must provide appropriate levels of support and documentation during and after implementation.

3.2.2.1 Describe the levels of technical support you provide for implementation?

3.2.2.2 Describe the documentation you provide to support implementation?

3.2.2.3 Describe what access to student computers/devices are required for proctoring.

3.2.2.4 Describe the implementation process and timeline.

3.2.2.5 Describe the general support and training you provide to system administrators, faculty, and students. If there is an additional cost for your system to provide different levels of support, then specify in the cost criteria of this RFP.

3.2.2.6 What provided training and support is outsourced to third parties?

3.2.2.7 Do you provide 24/7 support to administrators, faculty, and students?

3.2.3 System Security and Disaster Recovery

System institutions and agencies have specific system security and disaster recovery requirements. This includes security of student identifiable information.

Online proctoring solutions must meet State, System, and institutional security and data recovery requirements.

3.2.3.1 Are systems stored on U.S. based servers?

3.2.3.2 Can services be limited to U.S. based servers?

3.2.3.3 Are live proctors U.S. based?

3.2.3.4 Can live proctors be limited to U.S. based?

3.2.3.5 Describe how you monitor system security.

3.2.3.6 Describe how you communicate security issues or events with the customer.

3.2.3.7 Do you have a published disaster recovery plan.

3.2.3.8 How often do you test your disaster recovery plan?

3.2.3.9 Describe how you coordinate disaster recovery tests with the customer.

3.2.3.10Describe the reports and documentation you provide relating to disaster recovery plans and tests?

3.2.3.11Does data collection and storage meet FERPA requirements?

3.2.3.12What student data is stored during the authentication process?

3.2.3.13What student biometric data is stored during the authentication process?

3.2.3.14Describe how student data is protected.

3.2.4 Product Integration

The online proctoring solution must work with multiple internal and external systems. TAMU-CC utilizes the Canvas learning management system.

3.2.4.1 Do you support Canvas Learning Management System (LMS) integration and how do you integrate with them?

3.2.4.2 What single sign-on authentication do you support (e.g., SAML, LTI, API)

3.2.4.3 In what ways do you integrate or support third party content (e.g., Cengage, McGraw- Hill, Pearson)

3.2.5 Administrative Reporting & Usage Data

3.2.5.1 What data reporting mechanisms are available via the online proctoring system (i.e. usage, testing violations, faculty data dashboard).

3.2.6 Accessibility

Under Texas Government Code Chapter 2054, Subchapter M, Texas

Administrative Code 206.70 and Texas Administrative Code 213 and implementing policy of the Texas A&M Systems Regulations 29.01.04, Texas

A&M University System must procure Products that comply with the accessibility standards when such products are available in the commercial marketplace or when such Products are developed in response to a procurement solicitation. Accordingly, the Respondent must provide electronic and information resources and associated Product documentation and technical support that comply with the Accessibility Standards.

3.2.6.1 Provide your Accessibility Conformance Report (ACR) with your RFP response. At a minimum your ACR should address accessibility, keyboard navigation, and screen reader accessibility. https://www.itic.org/policy/accessibility/

3.2.6.2 Provide Policy Driven Adoption Vendor Self-Assessment (PDAA) with your RFP response. This Information and Communications https://www.itic.org/policy/accessibility/

Technology (ICT) accessibility assessment is for vendor organizations to describe how they are currently implementing accessibility policy and practices within their organizations.

http://publishingext.dir.texas.gov/portal/internal/resources/Doc umentLibrary/Polic y Driven Adoption Vendor Self- Assessment.docx

3.2.6.3 Are all areas of your application fully Unicode compliant in terms of both data entry and display?

3.2.6.4 Does your application fully support the major world

orthographies (i.e., Chinese, Japanese, Arabic), including those with non-English directionality (R-L, or top to bottom)? Can it accommodate any practical orthographic tradition (i.e., Cherokee syllabics) that can be handled within Unicode?

3.2.6.5 What is your timeline for making the solution fully accessible?

3.3 Online Proctoring Services

3.3.1 Proctoring Services

End users come from a wide technical background and possess different technical skills. Online proctoring solutions should provide the widest range of services while maintaining ease of use for all users.

3.3.1.1 Describe the levels of identity verification and proctoring you provide (e.g., identity verification only, levels of proctoring).

Provide cost of each type in the proposal.

3.3.1.2 Describe the methods of proctoring you provide (e.g., biometric, live proctoring, AI, hybrid).

3.3.1.3 Describe the scheduling methods, timelines, and associated costs for each proctoring methods.

3.3.1.4 Describe each process of proctoring from the student perspective.

3.3.1.5 Describe each process of proctoring from the faculty perspective.

3.3.1.6 Describe how many users each proctor observes for each proctoring method.

3.3.1.7 Describe the student authentication process to ensure their identity and enrollment in the course to begin the exam.

3.3.1.8 Describe the process to ensure student identity throughout the assessment.

3.3.2 Exam Security

Exams and assessments have varying security and academic integrity requirements. Online proctoring solutions should be versatile in meeting faculty proctoring needs.

3.3.2.1 Describe how authentication and security levels can be selected or customized per class or exam by the faculty member.

3.3.2.2 Describe how authentication and security levels can be selected or customized at the university/institution or college/department level.

http://publishingext.dir.texas.gov/portal/internal/resources/DocumentLibrary/Policy%20Driven%20Adoption%20Vendor%20Self-Assessment.docx http://publishingext.dir.texas.gov/portal/internal/resources/DocumentLibrary/Policy%20Driven%20Adoption%20Vendor%20Self-Assessment.docx http://publishingext.dir.texas.gov/portal/internal/resources/DocumentLibrary/Policy%20Driven%20Adoption%20Vendor%20Self-Assessment.docx http://publishingext.dir.texas.gov/portal/internal/resources/DocumentLibrary/Policy%20Driven%20Adoption%20Vendor%20Self-Assessment.docx

3.3.2.3 Describe how the product ensures students cannot access resources outside of the testing environment.

3.3.2.4 Describe process for “whitelisting” software tools and web sites for specific tests or exams.

3.3.2.5 Describe the process to ensure the integrity of the testing environment.

3.3.2.6 Describe the method used to ensure the security of testing materials during exam sessions.

3.3.3 Proctor Reporting

An important part of proctoring services is identification and reporting of possible academic integrity violations during testing. Evidence of such violations may be needed by faculty members, student, or staff for administrative action. Online proctoring solutions must provide secure and timely reporting of possible violations and maintain such evidence for sufficient time.

3.3.3.1 Describe how possible violations of academic integrity are identified.

3.3.3.2 Describe the method of reporting any breaches of academic integrity during the exam sessions.

3.3.3.3 Describe the types of reports available to students, faculty, and staff.

3.3.3.4 Describe your retention policy and timeline for storing records and evidence ofpossible testing violations.

3.3.4 TX-RAMP Certification

Respondent’s product must meet the Texas Department of Information

Resources (“DIR”) definition of a cloud computing service. Respondent shall provide A&M System with evidence of its TX-RAMP compliance and certification at least thirty (30) days prior to the start of any agreement.

SECTION 4 - PROPOSAL RESPONSE

The Respondent recognizes that in its selection process Texas A&M University-Corpus Christi will rely, in part, on the answers provided in response to this Section. Accordingly, Respondent warrants to the best of its knowledge that all responses are true, correct and complete.

4.1 Company Profile

A. Provide a contact name for this RFP response, including title, address, telephone number and email address.

B. Number of years in business: ______

C. Number of Employees: ______ (company wide) ______ (relevant branch office(s))

D. Annual Sales Volume: _____________________________(company wide)

E. Is your company currently for sale or involved in any transaction to expend or to become acquired by another business entity? If yes, please explain the impact both in organizational and directional terms.

F. Provide any details of all past or pending litigation or claims filed against your company that would negatively impact your company’s performance under an agreement with the Agencies.

G. Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity. If yes, specify date(s), details, circumstances, and prospects for resolution.

4.2 Technical Proposal

Respondent should describe how their online proctoring solutions and related services can address the overall needs and requirements of the A&M System as described in SECTION 3 –

SCOPE AND SUPPORT.

In responding to these requirements Respondent shall:

• Discuss the steps to accomplish each requirement as identified and stated in Section 3.

• The Technical Proposal should be structured to address each sub-section in Section 3 (e.g., Grading, Scheduling, Examinations, etc.). Include screenshots, process flows, schedules, lists, etc. that demonstrate the scope of the system to meet the scope of work – sub section by sub section.

4.3 Vendor Qualifications

Respondent shall provide a response to the following items:

A. Respondent must furnish at least four references from clients from the past three years for services provided similar in scope, size, and complexity to the scope of services described in Section 3 above. If possible, Texas A&M University-Corpus Christi requests that two of the references come from institutions of Higher Education and/or other public sector entities and ideally from schools within the Texas A&M University System.

● Company/Agency name & address

● Contact person name & title

● Contact phone number and email address

● Summary of services provided

B. Has Respondent worked with the Texas A&M University System or any of its Members in the past two years? If yes, provide the specific member of the Texas A&M University System, point of contact (name, title, phone number, and email address), and a brief description of the work performed.

C. Has Respondent had any work non-renewed or cancelled for any reason in the past five years?

If so, please provide details on work, agency, and time frame.

D. Describe Respondent’s core service offerings with particular reference to online test proctoring services and Texas A&M University-Corpus Christi’s requested services as discussed in this RFP.

4.4 Pricing Proposal

Respondent shall provide a complete pricing proposal for the Services offered to include the following items as applicable.

A. Initial Implementation or Set-Up Fee

B. Annual recurring license or subscription – include all possible options in the pricing of this support and applicable terms

C. Any other annual charges.

Note: This pricing shall be based with the understanding that each Member will determine which Online Proctoring tool to implement from the awarded Respondents according to its needs.

Respondents may provide additional pricing options that would provide discounts if multiple Members selected its Online Proctoring tool.

4.5 Proposal Considerations

A. Proposals must include the required Texas A&M University-Corpus Christi resources (People, Processes, Capabilities) to ensure the model(s) success

B. Proposal solution must include pricing and rate cards for five (5) years to coincide with the initial term of an Agreement.

C. Proposal price must include cost of relevant tool licensing to deliver services.

D. Proposal must include how vendor proposes to accomplish connectivity, should service delivery approach require remote resources, including minimum required bandwidth.

E. Any additional costs such as travel must be quoted as a separate line item. Allowed travel expenses must be in compliance with the State of Texas Travel Guidelines as defined by the Comptroller of Public Accounts.

4.6 Historically Underutilized Business (HUB) Requirements

It is the policy of the State of Texas and Texas A&M University-Corpus Christi to encourage the use of Historically Underutilized Businesses (HUBs) both directly and indirectly in prime contracting and subcontracting efforts. The goal of the HUB Program is to promote equal access and equitable opportunity in Texas A&M University-Corpus Christi contracting and purchasing activities.

As subcontracting opportunities may be possible, each Respondent is required to submit a properly completed HUB Subcontracting Plan (HSP) form for the scope of work defined within this RFP. A subcontracting opportunity is defined as any portion(s) of the scope contracted with a vendor to work, supply commodities for, or contribute towards completing work for a governmental entity.

The HUB participation goal for this RFP is 13.06% and every effort shall be made to achieve this goal through subcontracting opportunities, mentor protégé relationships, or other means of meaningful business relationships to increase the capacity and utilization of HUB firms.

Maximizing meaningful opportunities to HUBs is of the utmost importance to Texas A&M University-Corpus Christi.

Failure to submit a properly completed HSP may be considered a material failure to comply with the requirements of this RFP and may result in rejection of the response.

HSP FORM REQUIREMENTS

The HSP form shall be completed in accordance with the instructions outlined on the form, which can be found here: Texas A&M University-Corpus Christi HSP form. The HUB goal stated within this RFP shall take precedence over any standard goal stated on the HSP form. The Respondent shall perform a Good Faith Effort, as applicable, and fulfill the requirements as stated in the HSP form. The Respondent shall list each anticipated subcontracting opportunity, if any, in Section 2b on the HSP form and complete the applicable attachment (Method A or Method B).

ADDITIONAL INFORMATION & ASSISTANCE

For more information or assistance in properly completing this requirement of this RFP, the Respondent may contact Mr. Ruben Gonzalez at hub@tamucc.edu, or by phone at361-825-5822.

The Respondent may also submit a draft of their team’s HSP form prior to submittal of their response to the RFP for review by Mr. Gonazlez. Texas A&M University-Corpus Christi HUB Program requests that drafts be submitted at least five (5) business days prior to the RFP due date to allow sufficient time for the review.

https://www.tamucc.edu/finance-and-administration/financial-services/purchasing/hub-program/forms.php mailto:hub@tamucc.edu

SECTION 5 - GENERAL TERMS AND CONDITIONS

A. TERMS AND CONDITIONS: Texas A&M University-Corpus Christi reserves the right to accept, reject, modify, and/or negotiate any and all submittals received in conjunction with this RFP. It reserves the right to waive any defect or informality in the submittals on the basis of what it considers to be in its best interests. Any submittal which Texas A&M University-Corpus Christi determines to be incomplete, conditional, obscure, or which has irregularities of any kind, may be rejected. Texas A&M University-Corpus Christi reserves the right to award to the company, or companies, which in our sole judgment, will best serve our long-term interest.

This RFP in no manner obligates Texas A&M University-Corpus Christi to the eventual purchase of any products or services described, implied, or which may be proposed, until confirmed by written agreement, and may be terminated by Texas A&M University-Corpus Christi without penalty or obligation at any time prior to the signing of a contract.

The Respondent must include a formal copy of any Respondent terms and conditions applicable to this transaction. Evaluation and acceptance and/or modification of these terms and conditions by Texas A&M University-Corpus Christi Office of General Counsel are essential prior to execution of any resultant agreement. In the event the Respondent does not supply terms and conditions with their submittal, Texas A&M University-Corpus Christi terms and conditions will govern this transaction.

1. PAYMENT TERMS. It is the policy of TAMUCC and the state of Texas to make payment on a properly prepared and submitted invoice within thirty (30) days of the latter of any final acceptance of performance or the receipt of a properly submitted invoice, in conformance with the Texas Prompt Payment law. Generally, payment will be made on the 30th day unless a discount or other terms have been arranged within the Contract.

2. USE OF NAME. Trademarks. Each Party acknowledges that all rights in any trademarks, service marks, slogans, logos, designs, and other similar means of distinction associated with that Party (it’s “Marks”), including all goodwill pertaining to the Marks, are the sole property of that Party. Neither Party may use the Marks of the other without the advance written consent of that Party, except that each Party may use the name of the other Party in factual statements that, in context, are not misleading.

3. PUBLIC INFORMATION.

a. PROVIDER acknowledges that TAMUCC is obligated to strictly comply with the Public Information Act, Chapter 552, Texas Government Code, in responding to any request for public information pertaining to this Agreement, as well as any other disclosure of information required by applicable Texas law.

b. Upon TAMUCC’s written request, PROVIDER will promptly provide specified contracting information exchanged or created under this Agreement for or on behalf of TAMUCC.

c. PROVIDER acknowledges that TAMUCC may be required to post a copy of the 1 of 11 Rev.

10/15/2025 fully executed Agreement on its Internet website in compliance with Section 2261.253(a)(1), Texas Government Code.

d. The requirements of Subchapter J, Chapter 552, Texas Government Code, may apply to this agreement and the PROVIDER agrees that the agreement can be terminated if the PROVIDER knowingly or intentionally fails to comply with a requirement of that subchapter.

4. DISPUTE RESOLUTION. To the extent that Chapter 2260, Texas Government Code, is applicable to this Agreement, the dispute resolution process provided in Chapter 2260, and the related rules adopted by the Texas Attorney General pursuant to Chapter 2260, shall be used by TAMUCC and PROVIDER to attempt to resolve any claim for breach of contract made by PROVIDER that cannot be resolved in the ordinary course of business. PROVIDER shall submit written notice of a claim of breach of contract under this Chapter to the Deputy Chancellor and CFO of TAMUCC, who shall examine PROVIDER’s claim and any counterclaim and negotiate with PROVIDER in an effort to resolve the claim. This provision and nothing in this Agreement waives TAMUCC’s sovereign immunity to suit or liability and TAMUCC has not waived its right to seek redress in the courts.

5. INSURANCE. If applicable and referenced in the Purchase Order, PROVIDER shall obtain and maintain, for the duration of the Contract or longer, the minimum insurance coverage set forth in Exhibit B.

6. BONDING. If applicable and referenced in the Purchase Order, PROVIDER shall obtain and provide performance and payment bonds using the TAMUCC forms.

7. HUB SUBCONTRACTING PLAN. If applicable and referenced in the Purchase Order, PROVIDER shall complete and submit a HUB Exhibit A Page 2 Subcontracting Plan according to the instructions listed in Exhibit C.

8. INFORMATION TECHNOLOGY.

a. Access by Individuals with Disabilities. PROVIDER represents and warrants that the goods and services provided hereunder comply with the accessibility requirements in Title 1, Chapters 206 and 213 of the Texas Administrative Code and Title II of the Americans with Disabilities Act and the technical standards set forth in the Web Content Accessibility Guidelines 2.1, level AA (available at https://www.w3.org/TR/WCAG21), as published by the Web Accessibility Initiative of the World Wide Web Consortium (the “Accessibility Warranty”). PROVIDER shall promptly respond to and use commercially reasonable efforts to resolve and remediate any noncompliance with the Accessibility Warranty. In the event that PROVIDER fails or is unable to do so, TAMUCC may immediately terminate this Agreement, and PROVIDER will refund to TAMUCC all amounts paid by TAMUCC under this Agreement within thirty (30) days following the effective date of termination.

b. Limitations. As an agency of the state of Texas, there are constitutional and statutory limitations on the authority of MEMBER to enter into certain terms and conditions of this Agreement, including, but not limited to, those terms and conditions relating to liens on MEMBER’s property; disclaimers and limitations of warranties; disclaimers and limitations of liability for damages; waivers, disclaimers and limitations of legal rights, remedies, requirements and processes; limitations of periods to bring legal action; granting control of litigation or settlement to another party; liability for acts or omissions of third parties;

payment of attorneys’ fees; dispute resolution; indemnities; and confidentiality (collectively, the “Limitations”). Terms and conditions related to the Limitations will not be binding on MEMBER except to the extent authorized by the Constitution and the laws of the state of Texas. Neither the execution of this Agreement by MEMBER nor any other conduct, action, or inaction of any representative of MEMBER relating to this Agreement constitutes or is intended to constitute a waiver of MEMBER’s or the state’s sovereign immunity.

c. Access to Agency Data. Pursuant to Section 2054.138, Texas Government Code, PROVIDER shall implement and maintain appropriate administrative, technical, and physical security measures, including without limitation, the security controls available at https://cyber-standards.tamus.edu, as may be amended from time to time (the “Security Controls”), to safeguard and preserve the confidentiality, integrity, and availability of TAMUCC’s data. PROVIDER shall periodically provide TAMUCC with evidence of its compliance with Security Controls within thirty (30) days of TAMUCC’s request.

d. Data Privacy. PROVIDER shall hold MEMBER’s data in confidence. PROVIDER shall only use or disclose MEMBER’s data for the purpose of fulfilling PROVIDER’s obligations under this Agreement, as required by law, or as otherwise authorized in writing by MEMBER.

PROVIDER shall restrict disclosure of the MEMBER’s data solely to those employees, subcontractors or agents of PROVIDER that have a need to access the MEMBER’s data in order for PROVIDER to perform its obligations under this Agreement. PROVIDER shall require any such subcontractors or agents to comply with the same restrictions and obligations imposed on PROVIDER in this Agreement. PROVIDER shall, within two (2) business days of discovery, report to MEMBER any use or disclosure of MEMBER’s data not authorized by this Agreement or in writing by MEMBER. PROVIDER’s report must identify: (a) the nature of the unauthorized use or disclosure, (b) the MEMBER data used or disclosed, (c) who made the unauthorized use or received the unauthorized disclosure,

(d) what PROVIDER has done or will do to mitigate any deleterious effect of the unauthorized use or disclosure, and (e) what corrective action PROVIDER has taken or will take to prevent future similar unauthorized use or disclosure. PROVIDER shall provide such other information, including a written report, as reasonably requested by MEMBER.

PROVIDER must promptly notify MEMBER of any legal request for MEMBER’s data from a third party and take (and assist MEMBER in taking) appropriate steps not to disclose such MEMBER data. Within thirty (30) days of the expiration or termination of this Agreement, PROVIDER, as directed by MEMBER, shall return all MEMBER data to MEMBER in its possession (or in the possession of any of its subcontractors or agents) or delete all such MEMBER data if return is not feasible. PROVIDER shall provide MEMBER with at least ten (10) days’ written notice of PROVIDER’s intent to delete such MEMBER data, and shall confirm such deletion in writing.

e. Cloud Computing Services. As of the Effective Date, PROVIDER represents and warrants that it complies with the then-current requirements of the risk and authorization management program established by the Texas Department of Information Resources (“TX-RAMP”). Pursuant to Section 2054.0593, Texas Government Code, PROVIDER shall maintain RAMP compliance and certification, as may be amended from time to time, throughout the Term, including any renewal term of this Agreement. PROVIDER shall provide TAMUCC with evidence of its TX-RAMP compliance and certification within thirty

(30) days of TAMUCC request and at least thirty (30) days prior to the start of any renewal term of this Agreement.

f. Cyber Security Training. Pursuant to Section 2054.5192, Texas Government Code, PROVIDER and its employees, officers, and subcontractors who have access to TAMUCC’s computer system and/or database must complete a cybersecurity training program certified under Section 2054.519, Texas Government Code, and selected by TAMUCC. The cybersecurity training program must be completed by PROVIDER and its employees, officers, and subcontractors during the Term and any renewal period of this Agreement.

PROVIDER shall verify completion of the program in writing to TAMUCC within the first thirty (30) calendar days of the Term and any renewal period of this Agreement.

PROVIDER acknowledges and agrees that its failure to comply with the requirements of this Section are grounds for TAMUCC to terminate this Agreement for cause in accordance with the provisions of Section 4 of this Agreement.

g. Disaster Recovery Plan. Upon request of Agency, Respondent shall provide the descriptions of its business continuity and disaster recovery plans.

9. EXPORT CONTROLS. Each Party shall comply with U.S. export control regulations. If either Party desires to disclose to the other Party any information, technology, or data that is identified on ay U.S. export control list, the disclosing Party shall advise the other Party at or before the time of intended disclosure and may not pride exportcontrolled information to the other Party without the written consent of the other Party. PROVIDER certifies that none of its personnel participating in the activities under this agreement is a “restricted party” as listed on the Denied Persons List, Entity List, and Unverified List (U.S. Department of Commerce (the Debarred Parties Lists (U.S. Department of State), the Specially Designated Nationals and Blocked Persons List (U.S. Department of Treasury), or any similar governmental lists.

10. MISCELLANEOUS.

a. Indemnification. PROVIDER agrees to indemnify and hold harmless TAMUCC from any claim, damage, liability, expense or loss to the extent arising out of PROVIDER’s negligent or willful errors or omissions under the Contract.

b. Independent Contractor. PROVIDER is an independent contractor, and neither PROVIDER nor any employee of PROVIDER shall be deemed to be an agent or employee of TAMUCC.

TAMUCC will have no responsibility to provide transportation, insurance or other fringe benefits normally Exhibit A, Page 3 associated with employee status. PROVIDER shall observe and abide by all applicable laws and regulations, policies and procedures, including but not limited to those of TAMUCC relative to conduct on its premises.

c. Delinquent Child Support Obligations. A child support obligor who is more than 30 days delinquent in paying child support and a business entity in which the obligor is a sole proprietor, partner, shareholder, or owner with an ownership interest of at least 25 percent is not eligible to receive payments from state funds under an agreement to provide property, materials, or services until all arrearages have been paid or the obligor is in compliance with a written repayment agreement or court order as to any existing delinquency. The Texas Family Code requires the following statement: “Under Section 231.006, Texas Family Code, the vendor or applicant certifies that the individual or business entity named in this contract, bid, or application is not ineligible to receive the specified grant, loan, or payment and acknowledges that this contract may be terminated and payment may be withheld if this certification is inaccurate.”

d. Payment of Debt or Delinquency to the State. Pursuant to Section 2252.903, Texas Government Code, PROVIDER agrees that any payments owing to PROVIDER under the Contract may be applied directly toward certain debts or delinquencies that PROVIDER owes the State of Texas or any agency of the State of Texas regardless of when they arise, until such debts or delinquencies are paid in full.

e. Previous Employment. PROVIDER acknowledges and understands that Section 2252.901, Texas Government Code, prohibits TAMUCC from using state appropriated funds to enter into any employment contract,…